Best Tips And Tricks To Host Successful Virtual Events

Even before the advent of the coronavirus global pandemic, virtual events were prevalent. It has helped many large-scale organisations to host the events over the web and connect and network with attendees globally.

Recently, virtual events have gained momentum in 2020 and have become immensely popular. A sudden spike in virtual event platforms has been witnessed on the internet today. As virtual has become the new normal, hosting virtual events have become an integral part of almost every industry.

Virtual conferences and events hosted on a comprehensive virtual event platform that offers engaging and interactive virtual event solutions help in delivering immersive event experiences.

Right from recurring meetings, conferences, trade shows, job fairs, etc. all can be carried out on a virtual event platform. The interactive virtual event services offered by the platform enables attendees to interact in real-time via live audio/video chats.

Virtual events help in gaining better engagements and attendance in a shorter timespan, thus resulting in scaling up the business. With ample advantages of virtual events, it has become the first choice of digital marketing professionals and event planners. Organizations that have never thought about moving their events online are leveraging virtual events to reap the benefits.

Expanded reach, increased attendance, better engagements, greater ROI, maximised lead generation, etc. are some of the top merits of virtual events. To host a successful virtual event, one needs to make the right virtual event strategy to deliver seamless experiences. With adequate virtual event planning and the right technology, one can host a successful virtual event without any glitch.

In this blog post, we have shared the best tips and tricks to host a successful virtual event. Before we proceed with this, let’s have a brief overview of what are virtual events?

What are Virtual Events?

“An online event that is organized over the web instead of physical location is known as virtual events. It involves a gathering of people from around the globe who can connect and network seamlessly via interactive tools.”

A virtual event is hosted on a virtual event platform that offers engaging and interactive virtual event solutions. Attendees from anywhere can access the event from the comfort of their own space from any device or browser. The platform enables them to have free-flowing conversions with other attendees, speakers, hosts, sponsors, exhibitors, etc in real-time.

Face-to-face interactions hold their own significance, but virtual events have closely replicated the same and yield better results. The cost involved in traveling, accommodation charges, food & drinks, hiring staff, and so on, all get resolved with virtual events.

Apart from saving a lot on assets, virtual events are an eco-friendly alternative as it reduces carbon footprints considerably.

In this post, we have shared some tips for an incredible virtual event engagement ideas and tips. Right from making virtual event strategy to virtual event planning, virtual event marketing, execution, and follow-up, we have covered all. Time to get started, scroll down!

Effective Tips and Tricks for a Successful Virtual Event

1. Determine the Objective of Your Virtual Event

To ensure the success of a virtual event, you should first determine the objective of an event. Outline the goals of your event for a positive outcome. Decide upon your potential target audience for whom you are hosting a virtual event. Plan up beforehand whether you are targeting your existing customers or want to target a new segment of the audience. With adequate virtual event planning and with the right strategy you can simply make your virtual event successful.

2. Make the Right Virtual Event Strategy

Once you have decided on the purpose of your event, now comes the strategy and planning for seamless execution. Whether you are hosting a small event or a large-scaled online event, having the right game plan is a must. Once you have determined the objective and goals you want to achieve by hosting a virtual event, making strategy comes next. For that you need to have answers to a few questions:

  • What experience do you wish to deliver to your audience?
  • Your online event will be live or on-demand, or both?
  • Will attendees have to pay to access the event or it will be free?
  • What is the best time for hosting a virtual event as per your potential target audience?
  • What practices will you undertake to promote the event?
  • How can people access the event once it gets over?
3. Select the Right Date and Time

Maximised attendance results in making your virtual event successful. Keep time zone considerations in mind if you are targeting a global audience for increased attendance. Apart from it, do a little research before finalising the date for the event. Make sure there are no holidays or other events that can directly hinder the attendance at the event. Make sure to make your content and presentations available to attendees who missed attending the live event on-demand.

4. Select the Right Technology to Host Your Event

Today, there are ample of free and paid virtual event platforms available on the internet. Do not just simply go with a free option just to save your pocket. If you are hosting a large-scale online event, pick a paid virtual event platform as it offers comprehensive features. Choose a virtual event platform that offers engaging and interactive virtual event services. It helps in keeping the audience engaged throughout the event by incorporating games, quizzes, Q&A amid long monotonous sessions. The right platform enables attendees to have real-time interactions with other attendees, speakers, etc. via live audio/video/text chats.

5. Promote Your Virtual Event

No matter how good your event is, if your audience is not aware of it, it’s of no use. Make a promotion plan to promote your upcoming event and make your audience aware of the same. Share and talk about your upcoming event on social media channels as a majority of the population have access to the same. Apart from it, promote your event via direct mails, public relations, influencer marketing, social media integration, hashtags, and so on. Do not forget to mention the date and time of your upcoming event. To make your virtual event successful right virtual event planning for promotion is a must.

6. Be Prepared for Any Technical Glitches

As virtual events are hosted with the help of technology, one needs to be prepared for any last-minute technical error. Create a backup plan for any sudden glitches. Before going live, make sure to check your internet connection. If your speakers are delivering a speech from a remote location ask them to do the same for seamless delivery. If possible run a test to identify problems and be prepared with solutions.

Every attendee is not well versed in technology. Anticipate the problems people might face and prepare FAQs accordingly.

7. Make Your Virtual Events Inclusive

Same as physical events, virtual events should also be accessible and inclusive for attendees. Keep it in mind to use a clear language in your virtual events. If possible you can even provide captions along with audio and video wherever necessary. If required, share captions in regional languages to connect the target audience easily with your event.

8. Boost Engagements by Incorporating Activities

Create opportunities to keep your attendees engaged with your event in a fun and interactive way. You can organise Q&A sessions that enable attendees to participate in real-time. Apart from it, creating quizzes, organising games like spin the wheel, etc. helps in keeping attendees engaged with your event. You can even offer prizes in a form of virtual or physical giveaways to the top 5 winners as a token of appreciation. It helps in boosting your attendee morale and make them feel valued, thus connecting them with your brand.

9. Collect the Feedback Post-Event

Once your virtual event gets over, collecting the feedback about the event from the event attendees is crucial. It helps in measuring the success of the event and let you know which part of the event needs improvement. You can simply send them a survey and ask them what excites them the most in the event and which part of the event holds value to them. You can even ask for their suggestion about which part of the event needs improvement. It helps in nourishing your relationship with attendees and gaining their opinions. A right follow-up plan helps in nurturing fresh leads, thus ensuring the success of your event.

By following the above-mentioned tips you can simply create a seamless experience for your attendees and make your event successful. If you are new to the world of virtual events, consider the tricks and get started to host a successful virtual event!


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